The Administrative Assistant provides high level administrative and operational support to the Leadership team and staff by proactively and efficiently maintaining the general activities and flow of the workplace. This position is a primary role within Vanguard as it is accountable for contributing to key initiatives and projects and confidentially interacting with staff, leadership, Board members, external contacts and clients.

The Administrative Assistant is a key position within our organization as it assimilates and acts on high volumes of information and requests, determines appropriate actions and represents the organization by providing excellent customer service. The contributions of this position is essential to the successful execution of our mission.

Duties and Responsibilities

Specifically, this position:

● Oversees multiple calendars, schedules meetings and appointments, arranges seminars and conferences and books business-related travel; organizing all activities around urgent requests.

● Prepares and processes various confidential spreadsheets and reports based on self-performed research and/or information provided by multiple stakeholders.

● Drafts confidential correspondence, presentations and other documents for multiple stakeholders.

● Manage stock rooms and keep track of all materials in an out

● Prepares agendas, takes/transcribes minutes and follows-up taking action when necessary.

● Screens and reviews incoming correspondence (mail and email), prioritizes items for action and initiates responses.

● Provides general clerical support including mailing, faxing, scanning, photocopying, and maintaining electronic filing systems and office supplies/equipment.

● Assists sales people as needed.





● Other functions and tasks as required to support the organization.

Skills and Competencies

● Knowledge of office management systems and procedures.

● Excellent time management skills and ability to multitask and prioritize work.

● Strong attention to detail and proofreading skills.

● Professional written and verbal communication skills.

● Resourceful, flexible, and adaptable.

● High degree of common sense and initiative for problem solving.

● Exhibits good discretion, judgment, tact and diplomacy. Maintains confidentiality.

● Excellent organizational, planning and project management skills.

● Works efficiently and effectively independently and in a team environment.

● Works effectively under pressure in a busy and dynamic environment.

● Able to learn new systems, programs and applications quickly.

● Strong understanding of and belief in the advancement of customer service based on best practices, communication and collaboration.

Qualifications

● An Associate's Degree in Business Administration is preferred.

● Secondary School or General Education Diploma (GED) is required.

● A minimum of two years experience:

- handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of this position,

- conducting research, gathering information,



drafting, editing and formatting of reports, correspondence, charts, tables and statements,

- communicating effectively, both orally and in writing, with internal and external organization stakeholders,

- taking minutes at meetings and handling required follow up activities,

- developing and implementing administrative work procedures and systems,

- planning and organizing appointments, meetings, interviews, conferences and special events, and

- working with sensitive materials/information.

● Good knowledge of and proficiency in common productivity software (Office 365, Zoom, Adobe, QuickBooks etc.).

● Strong data entry and keyboarding skills.

● Working expertise of office equipment.

Working Conditions

● This position is based in an office environment.

● The standard workweek for this position is 24-40 hours. The standard business hours for this position is 9am – 4pm. Overtime and hours worked outside of the standard work schedule may be required.

● This position is subjected to high pressure due to work volume, numerous competing demands, time sensitive schedules and goals, dynamic priorities, interruptions and an overall fast pace.

● Ability to sit for long periods

● Demonstrated high level of judgement, tact, and diplomacy in interacting with a wide variety of internal and external stakeholders

● Ability to work well independently, as well as, in a team workplace

● Ability to work in a fast-paced work environment with frequent interruptions and competing priorities

Pay: From $20.00 per hour

Expected hours: 20.0 – 30.0 per week

Location:

- Calgary, AB T2T 0A6 (required)

Work Location: In person

📌 Administrative Assistant (Calgary)
🏢 Vanguard Technology Consultants
📍 Calgary